Your personal data – what is it?

 “Personal data” is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address, or address), such individual being a “data subject “. Identification can be by the information alone or in conjunction with any other information. The processing of personal data is governed by the Data Protection Act 1998, the Data Protection Bill/Act 2017, the General Data Protection Regulation 2016/679 (the “GDPR”) and other legislation relating to personal data and rights such as the Human Rights Act 1998.  The GDPR comes into effect on 25 May 2018.

Who are we?

Barnes Literary Society (“BLS”) is administered by a Committee,  elected by the members,   for the benefit of members who pay an annual subscription determined from time to time by the Committee. BLS as the organisation is the Data Controller for the purpose of the GDPR and as required by the GDPR this Privacy Notice is provided by the Committee on behalf of BLS.

What personal information do we hold?

We hold

  • the names, addresses and email addresses and, in some cases, landline and/or mobile telephone numbers, of all the existing members of BLS, including BLS’s Patrons, and of former members who have not renewed within the last two years
  • the names, addresses and email addresses and, in a few cases, landline and /or mobile telephone numbers of those non-members who have expressed an interest in becoming members
  • the bank details of all members who have signed standing orders to pay the annual subscription
  • the names and email addresses and, in some cases, landline and /or mobile telephone numbers of current speakers, and their agents
  • the names and photographs of past speakers in our archives and on our website
  • photographs of members taken at events and stored in our archive and on our website

How do we use this information?

So far as concerns members, we use the information in order to communicate with each member, including the Patrons. Before the season begins, this is used so as to provide them with the brochure giving details of the events planned for the following season beginning in October and inviting them to renew their membership for that year and complete standing orders or, in the case of Patrons continue as Patrons; we also send out membership cards necessary to gain access to events. During the season we send out email reminders before each event and when necessary to notify them of any changes in speaker or venue; and we also email instructions for outings.

So far as prospective and current speakers are concerned the information is used in order to find speakers and make the arrangements for speakers at events. We also retain contact details in case we need to contact the speaker again for a future season.

With regard to the names and photographs of past speakers in our archives these provide a record available on our website to demonstrate the high profile of the many literary personalities who have spoken at our events and to use at local events such as the annual Societies Day.

All emails to members have the unsubscribe facility.

How is the information kept and processed?

The information relating to members is kept in paper form and electronically in secure and password protected files by the Membership Secretary and /or the Chairman.

The information is shared with the Chairman and the Treasurer and may be shared with other members of the Committee where necessary for the proper and efficient administration of BLS. It is also shared with the person who administers the Society’s website for the purpose of sending out emails to the members. The standing orders and bank statements containing details of subscriptions are also shared with the Society’s Independent Examiner for the purpose of the annual accounts.

The information relating to speakers is shared by the Events Secretary, the Chairman and the Events Manager and other members of the Committee in the form of emails. It is not shared with anyone outside the Committee without the consent of the speaker.

None of the information relating to members or speakers is shared with or used to promote fundraising or marketing by other organisations.

Recordings of talks have in the past been made for the personal use of members unable to attend events and not for any other purpose. But we have decided that as from May 2018 this practice will cease. Past recordings are being kept in the archives.

How long do we retain the information?

We retain the information relating to members, including the Patrons, during the period of their membership, or Patronage, and until such time as we are advised that the member, or Patron, is not renewing or in the case of members, excluding Patrons, where no such advice is given, we accept that this is the position,  which would normally be two years after the end of the last year of membership.    In the case of prospective members we retain the information relating to them until we are advised by them that they are not joining BLS.

As to the information relating to speakers we retain the information until after the event at which the speaker spoke and thereafter the contact details are retained in case we need to contact them again; the name and photographs will be posted on our website and kept in our archives.

What is the legal basis for our processing this data?

So far as the members (including the Patrons) and prospective members are concerned our legal basis is our legitimate interest in such data in that it is necessary for us to process this data since without this data we would not be able to run BLS.  BLS is dependent on the members and (except for the Patrons) the subscriptions which they pay each year. It is also our view that in processing this data we do not override the fundamental rights and freedoms of the members and prospective members as the data subjects.

So far as concerns the current speakers the legal basis is also our legitimate interest in such data as without it we cannot arrange the events.

In the case of each new speaker it will be pointed out in the welcoming emails that after the events we will also keep contact details of speakers in case we need to contact them again. The email will also point out that photographs will be taken at the event and retained with the speakers’ names to be stored in our archives and posted on our website.  The speaker will be asked to confirm in a reply email that he consents to this information being retained in this way.

In the case of past speakers it is believed that as no objections have been received from speakers that consents are deemed to have been given to the information being retained in this way.

What rights do data subjects have?

Members (including the Patrons), prospective members and speakers past and present have the following rights

  • To check that the data we are holding is correct and to correct and complete it as required
  • To erase it but not if the data is still required
  • To restrict our use of the data
  • In the case of speakers to withdraw their consent to retention of data in the archives
  • To complain about non compliance to the Chairman, representing the Data Controller, at the email address at the end of this Notice
  • To complain to the Information Commissioner at the link at the end of this Notice

Review of Privacy Notice and further processing

This Privacy Notice is the current Notice and it will be reviewed periodically from year to year. If we wish to use your personal data for a new purpose, not covered by this Notice, then we will provide you with a new Notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

 Contact Details

Please contact us if you have any questions about this Privacy Notice or the information we hold about you by emailing us via the website or writing to Barnes Literary Society, PO Box 28868, London SW13 9XH.

You can contact the
Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Tel: 0303 123 1113. Email: https://ico.org.uk/global/contact-us/email/